Checking & Monitoring

The Public Procurement Regulatory Authority (PPRA) has a mandate under the Public Procurement Act, 2011 (PPA) to monitor compliance of Procuring Entities (PEs) with PPA and its Regulations; to assess the procurement system in the country and advise on the improvement measures to be taken; and to organize and maintain a system for publication of data on public procurement opportunities, awards and any other information of public interest.

For effective and efficient implementation of the above functions, PPRA has developed a system for checking and monitoring procurement activities in the procuring entities. The system provides also checklists to enable internal auditors within PEs to monitor compliance with PPA and its Regulations. It is a tool that was developed in order to simplify compliance monitoring in line with the PPA and the Regulations made under it, and to assist in organizing and maintaining information with a view to having an effective and efficient public procurement system in the country.

Under this system:-

Every PE is required to prepare a procurement plan at the beginning of a financial year by using appropriate templates developed by PPRA. The

procurement plan guides the PE in the procurement undertakings during the financial year. Some of the information in the procurement plan is

submitted to PPRA for monitoring purposes.

In implementing the annual procurement plans PEs are required to submit all copies of tender notices and contract awards to PPRA for publication into PPRA’s website and Procurement Journal.

PEs are required to submit monthly progress reports for ongoing procurement showing clearly, tenders in process and those which have been awarded. A comprehensive report is required on quarterly basis on all the awarded tenders, showing clearly the whole process from advertisement to contract implementation stages. PEs are required to submit the reports by using reporting forms provided under the system.

Based on the submitted information, PEs are sampled and visited to verify the correctness of the submitted information and to provide guidance on the appropriate application of PPA and its Regulations.

Based on the analysis of the submitted information, decisions are made as to which procurement or PEs to under go scrutiny

The system has several advantages including;

The publication of collected information on contract awards for transparency purposes,